Paperwork is a part of life. But when it begins to interfere with care quality and provider well-being, it becomes a problem.
Studies suggest exactly that. According to one, physicians multi-task one-third of the time. How does this impact the patient experience and health outcomes? It likely isn’t positive.
While you can’t avoid it entirely, you can make administrative work easier to manage. How? By digitizing your traditional, paper-based systems.
The digitization of healthcare has revolutionized the industry. Now, it’s your turn to reap the rewards.
In this article, we’ll unpack why healthcare sorely needs digitization. Then, we’ll explore some of the benefits.
We’ll share best practices for going paperless so you can make your move to digital as seamless as possible.
Finally, we’ll give you some quick tips for getting started now.
The future’s here, and it looks bright for practices like yours. Let’s get started.
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The Need for Digitization in Healthcare
A mountain of paperwork on your desk. Boxes to check, names to enter, loose ends to tie up.
Your to-do list feels like it’ll never end. You and your team—like 49% of physicians—might be on the verge of burnout.
That’s just one challenge you’re up against. These scenarios might also sound familiar:
- Your paper records are inefficient to manage. You waste who-knows-how-much time digging through physical files. This time could be better spent on growth-driving and patient-facing activities. This imbalance can lead to frustration and burnout. But with digitized records, you can access patient information in seconds. You regain control of your time.
- What happens to your paper records should a natural disaster strike? Physical copies are vulnerable to less dramatic situations, too, like a wayward employee unknowingly tossing something important. This means your practice is at risk of data loss. It’s not just an inconvenience either. It can be devastating. In contrast, digitized systems are backed up securely on the cloud.
- Paper records are at risk of unauthorized access. In a busy practice, it’s easy for sensitive information to be exposed—deliberately or accidentally. Digital systems aren’t 100% safe. But, they leverage advanced security measures like user access control and encryption. These protect information and make sure you meet your compliance obligations.
- Managing paper records costs your practice money. You need a storage room. You need filing supplies. You also need administrative labor. Then there’s the opportunity cost. What could your team be doing instead of paperwork? Digitization can reduce these costs. You don’t need physical space. Plus, automation features free staff time.
Together, these challenges affect patient care.
Administrative burdens detract from the time and attention you can give to your patients.
In addition, poor data management practices can prevent providers from accessing up-to-date information. This can lead to errors in treatment recommendations.
It can also result in patient frustration, as they’re asked to explain their symptoms over and over again.
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Benefits of Digitization of Healthcare
Digitization empowers you to spend less time on paperwork and more doing what matters most.
Let’s explore how going digital can benefit both you and your patients.
Improved Efficiency
Technology aims to improve systems. Digitization in healthcare is no different.
Where paper records slow you down, digital records enable fast data retrieval. You can search through records. Everything is labeled and organized.
You can access patient information in seconds, whether you’re in the office or working remotely.
Better yet, the data is accurate and up to date. Your digital system is a single source of truth, one that you and everyone involved in a patient’s care can depend on.
Better Patient Care
When your practice is more efficient, patient care improves.
For example, a provider can quickly pull up a patient’s entire medical history. They can use this information to make fast, data-backed treatment decisions.
They can even share their treatments with other healthcare providers. Care becomes better coordinated.
What’s more, digitized records reduce the rate of errors. There’s no risk of misreading handwriting or losing important documents. Patients become safer, and health outcomes improve.
Stronger Security and Compliance
Paper records can be lost, stolen, or damaged. But digital systems leverage cloud storage, automated backups, and sophisticated defense mechanisms to safeguard patient information.
This helps your practice stay compliant with healthcare regulations like HIPAA.
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Lower Costs
Between storage costs and labor requirements, paper records come with their fair share of related costs. Digitization can save your practice money by eliminating these expenses.
Over time, savings add up. You can invest in the latest equipment and innovations. You might even hire new team members to serve more patients, lifting your revenue even more.
Best Practices for Going Paperless
Going paperless is a big change. It’s not something you can achieve overnight. But don’t let that put you off.
With the right system and a solid plan, you can do it right the first time. You can embrace the next generation of healthcare technology and do better business because of it.
Here are some best practices to follow.
Assess Your Current Processes
Before you make any drastic changes, take stock of where you are now. What is your current workflow? Which processes rely on paperwork? Are there digital solutions to help?
Using this assessment, you can make a priority list. You can also decide on the features and functionalities that’ll have the biggest impact on your efficiency.
Take action: Flag the most paper-intensive tasks. For example, this might be patient records. Focus on digitizing this area. This approach will give you the fastest return on investment (ROI).
Develop a Transition Plan
A plan is always a good idea. Yours should include:
- Your goals
- Key milestones
- Timelines
- Training initiatives
- Roles and responsibilities
- How you’ll manage potential challenges like disruptions
- The software you’ll use
This plan will guide your journey to going digital. It’s a living document that will evolve but will also keep you grounded and moving toward your goals.
Take action: Think about starting small. Plan a soft launch in one area of your practice. See how it works and learn from the experience.
Check for Compliance with Regulations
When you operate in a highly regulated environment, you’ve got to tread carefully.
First, check that the digital solutions you choose are compliant with HIPAA.
Then, think about protocols you can implement to protect patient privacy and secure sensitive information.
For example, how will you set up access controls? What are your policies around data sharing? How will you keep staff in the know about evolving security concerns?
Take action: Research and select software that’s built for the healthcare industry. That way, you can be sure it’s compliant.
Invest in Staff Training
If your team can’t—or won’t—use the new system, you won’t benefit from its time-saving potential. Your team must:
- Understand the value of going digital.
- Know how to get the most out of the system.
- Be prepared to embrace change for the good of the practice and its patients.
To achieve these outcomes, invest in high-quality team training. Consider different learning styles, like hands-on lessons and documentation staff can revisit in their own time.
Take action: Build training into your implementation plan. Lean on your software provider for help. They might have training solutions and resources you can use.
Prioritize Interoperability
Interoperability is the gold standard.
Put simply, it means that all your digital systems can communicate with one another. For example, your electronic health records (EHRs) can send data to your billing software.
Ensuring interoperability saves many headaches during implementation and beyond. You’ll avoid inaccurate or conflicting information and duplicate data entry.
Take action: Find out whether new systems are compatible with your existing solutions before you commit. Consider your EHR system, billing software, telehealth platform, and any other tools you use.
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How You Can Get Started Implementing the Digitization of Healthcare Right Now
A whole new world of administrative management awaits you. Here are six ways you can start right now:
- Find bottlenecks in your current systems. Take a close look at where your practice experiences delays or inefficiencies. Is patient record management stealing your team’s time? Maybe it’s billing errors or missed appointments.
- Research software solutions for healthcare practices. You might use a website like Capterra to compare your options.
- Consider your telecom needs. Think about your internet connection, faxing, phone systems, and video conferencing setup. Can it support digitized workflows? If not, consider upgrading.
- Request free demos. Many software vendors offer free demonstrations. Use these to see how the software functions in real-time. This gives you a good understanding of whether it’ll cater to your needs.
- Plan ahead for implementation. Have a look at your calendar. Is there an upcoming quiet period? You could capitalize on this to implement your new system with less disruption. See where staff training might fit in, too.
- Chat with your team. Before go-time, it’s a good idea to involve your team. Share your plan for digitization with them. How do they respond? Use their sentiment to plan ahead. If they’re mostly excited, that’s great. If they’re apprehensive, consider enlisting a change advocate—a team member who’s all in and willing to help others adapt to the change.
